BOARD OF COMMISSIONERS'

WORK SESSION

May 12, 2004

9:00 a.m.

Commissioners' Conference Room

APPROVED 1/3/05

Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Don Hampton, Anna Morrison and Peter Sorenson present.County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.

 

1. ADJUSTMENTS TO THE AGENDA

 

There will be an emergency item.

 

2. PUBLIC COMMENTS

 

Al Philips, P. O. Box 2146, Eugene, thanked the Board for the resolution recognizing the anniversary of Brown v. Board of Education.†† He thought what the Board was doing was important.

 

3. EMERGENCY BUSINESS

 

a. ORDER 04-5-12-18/In the Matter of Amending Board Order Nos. 00-2-15-1 and 00-10-31-5 Authorizing the County Administrator to Sign an Immediate Opportunity Fund (IOF) Grant Application Related to the Expansion of Country Coach Manufacturing Facility in Junction City and Authorizing the County Administrator to Execute Agreements Associated with the Application.

 

MOTION:to approve ORDER 04-5-12-18.

 

Dwyer MOVED, Morrison SECONDED.

 

Snowden explained that this is a project where the Board agreed to serve as a local sponsor for County Coach in order to get ODOT immediate opportunity funds.He said the project estimate is higher than the original grant application.He noted the request is for the Board to provide the local match for the additional $250,000.He said they wanted direction in terms of whose match money they intend to use first.He also wanted to make sure that County Coach agrees to pay the County back for its money if Country Coach does not provide the 200 jobs within two years of completion of the project as specified by the IOF Grant.He suggested they delete the last phrase in the whereas at the top of the last page of the order.

 

Snowden noted that ODOT requires a 50% local match for IOF money.He said Lane Countyís initial position to ODOT was Lane County has contributed $1 million to the reconstruction of Highway 99 through Junction City and they thought that should be considered as a match for this project because the Highway 99 reconstruction is two blocks away from this intersection. He said the Board continues to allow funding for road projects but Lane County gets little recognition or acknowledgement from the OTC for the contributions to the projects.

 

Sorenson asked what they could do to get immediate opportunity funding.

 

Tom Boyatt, ODOT, responded that IOF supports economic development.†† He said there are three ways to begin the process of gaining access to the IOF funds:A call to Bob Warren locally in Lane County; a call to the regional planner for ODOT; or a call to the local jurisdiction where the project might be required.He noted there was $7 million available and the OTC makes the decision as to who gets the money.

 

Dwyer asked who should put the money up first.

 

Snowden responded that the original grant was for $247,500 and Country Coach matched that 50/50. He suggested that as they do the project, they spend the IOF match money first and then the County match money. He stated they are trying to be conservative with their estimate of $1 million.He believed the project costs should come in under $900,000.He added if there is any money left, they have to turn that money back to ODOT for the IOF.He stated they had to get a supplemental agreement with County Coach and Country Coach needs to create 200 new jobs through expansion within 24 months of completion of this road project.He added if Country Coach cannot verify that,they would want to ensure that in addition to Country Coach paying ODOT back, they also pay the County back for its share of the match.He noted the way the agreement is structured, Lane County is on the hook to return all the money to ODOT.

 

Snowden explained the reason this was emergency business is that the OTC is going to consider this on May 19 and they wanted to have documentation that could be delivered to ODOT.

 

VOTE: 5-0.

 

4. COMMISSIONERS' REMONSTRANCE

 

Sorenson commented on the Budget Work Session.He was against the lengthy list of trash sites.He said most is contradictory to the goal of trying to brand Lane County for purposes of tourism.He thought it was within their reach to ask staff at Public Works to make up a list of the 100 sites in the county where the landowner is not able or willing to clean it up.He wanted to know what the price tag would be to have a strike force clean up the site.He thought if they could tap the waste management fund and a process to replenish the money by having a systems benefit fee, they could get the cash to do the job and enact this quickly and rid the County of inventory sites.

 

5. RESOLUTIONS

 

a. RESOLUTION 04-5-12-1/In the Matter of Recognizing the 50th Anniversary of Brown v. Board of Education.

 

Green read the resolution into the record.

 

MOTION:to approve RESOLUTION 04-5-12-1.

 

Dwyer MOVED, Morrison SECONDED.

 

VOTE: 5-0.

 

b. RESOLUTION AND ORDER 04-5-12-2/In the Matter of Recognizing the Outstanding Service Provided by Judith E. Monahan to the Citizens of Lane County Through her Management of Local Government Justice and Public Safety Computer Services.

 

MOTION:to approve ORDER 04-5-12-2.

 

Morrison MOVED, Dwyer SECONDED.

 

Green read the resolution into the record.

 

VOTE: 5-0.

 

6. COMMISSIONERS' BUSINESS

 

a. REPORT/Siuslaw Stewardship Group.

 

David Eisler, 88613 Nelson Mountain Road, Walton, explained they brought this to the Board of Commissioners because they had achieved their goals and objectives.He said the project brings opportunities to Lane County in projects they can achieve in rural communities.He said the money available for rural restoration can be leveraged and applied for by the County. He said they see this as a value throughout the county and asked for an endorsement of support.

 

Eisler stated they were not asking for any money, just that the Board of Commissioners endorses or supports the efforts, values and the objectives of the project.

 

Marcus Kaufman, Siuslaw Stewardship Group, reported the other purpose of bringing this is that the Siuslaw Stewardship project is a pilot project that was initiated in 1999.He noted that recently stewardship contracting has been moved from a pilot program to a ten-year permanent authority to the BLM and the forest services.He stated they are going from the pilot phase to permanent status.He added there would be other projects that would be happening in Lane County-- the Siuslaw project and the McKenzie project.He said that other forest districts, the BLM and other rural communities were already looking at this stewardship contracting model as a way of forest restoration and providing community benefit.

 

Morrison explained the Siuslaw Stewardship Contracting came about in 1999.She noted there were 30 pilot projects across the United States and the Siuslaw was selected as a pilot project.She noted they now have new authority that includes all of the Forest Service and the BLM.She added that prior to 2003 the BLM was not included.She stated it is a tool that could be used by any of the Forest Service districts.She noted there had been some problems on the Siuslaw.She said the overall work that had been done met the intent of what the concept was about.She commented that stewardship contracting was controversial across the country because the money they generate does not go back to the counties.She said they were requesting that all of the money be put on the table and is part of the revenue stream that will come to the counties for reauthorization.She commented the concept and the work they do were fine, the only problem with the stewardship on the Siuslaw is the Green Thin where the County would have generated dollars under the old formula, but by them substituting the County in now under Secure Schools, it is part of the 25% that is supposed to come back to the counties and there is $200,000 to be distributed for projects.She noted the timing had been changed because the developed criteria had raised some concerns that it meets the intent of the law and that money be spent.She said they had until May 3 for proposals to come in.She commented that the stewardship part had been phenomenal.She agreed the concept should be done on a community level.She was concerned about collaboration and having a broad diverse group of people.

 

Marcus explained the way the funds are set up for the counties, is they are taken off an average of the three highest years from the 25% from the secure Rural Schools.†† He said according to the Regional Office of the Forest Service, what the Siuslaw National Forestís contribution has been in the past couple of years is about $5.8 million to Secure Rural Schools.He said their portion of what they pay from their forest receipts was $106,000 in 2002 and $224,000 in 2003. He agreed the stewardship projects do not contribute directly to the 25%.He noted what was important for the stewardship project for the next two years is that Lane County is able to get their contribution of $5.8 million and a chance of having the projects on Forest Service land instead of the money going to the federal treasury.

 

Sorenson wanted to continue this to learn more about what they are doing.He wanted them to write up a draft letter explaining how significant the program has been in the community, so that they could share with interrelationships with the Forest Service to get the federal legislation extended.

 

b. ORDER 04-5-12-3/In the Matter of Contributing $5,000 for the General Expense Contingency Fund to the Eugene-Springfield NAACP Afro-Academic, Cultural, Technological, Scientific, Olympics (ACTSO) Program to Assist in the ACTSO 2004 National Competition.

 

MOTION:to approve ORDER 04-5-12-3.

 

Dwyer MOVED, Sorenson SECONDED.

 

VOTE: 5-0.

 

7.  COUNTY ADMINISTRATION

 

a. Announcements

 

None.

 

b. ORDER 04-5-12-4/In the Matter of Awarding Contracts for Strategic Investment Projects Selected Through the 2003 Economic Development RFP Open Proposal Cycle.

 

Peter Thurston, Economic Development, reported that Lane County receives video lottery funds each year dedicated to economic development.He noted in June 2003, they released RFPís from the private and public sector about how to improve the economy, indicating that in this fund there is available $337,000 for business development and work force development projects.He said later in 2003, the Board of County Commissioners awarded four projects that equaled $337,000.He noted the strategic reserve was budgeted at $143,643.He added in this fiscal year there were unanticipated revenues of $110,000 that came in after the budget was prepared and has been added to the reserves.††† He said it added up to $250,000 and is a fund for the Boardís consideration.†† He said the Economic Development Standing Committee received proposals under the open proposal cycle described in the RFP until December last year, and determined that one of those was a fundable, awardable type project under the criteria that is 85% of the points. He noted that was the Western Shelter System Proposal.He said following the Request For Proposal process, a letter of interest was published.One additional project was a business development loan fund proposal from LCOG.He said the Economic Development Standing Committee rated and ranked the two projects and recommends awards to both of them, subject to the conditions described in the order.He noted as of Monday, the Western Shelter System proposal is still under consideration.He added that was one of the requirements of the award that the Federal Forest Service contract be awarded.

 

MOTION:to approve ORDER 04-5-12-4.

 

Dwyer MOVED, Hampton SECONDED.

 

Wilson reported this is money coming out of a reserve and it will need to be handled in the supplemental budget process that will take place in June.

 

VOTE: 5-0.

 

8. CONSENT CALENDAR

 

A. Approval of Minutes:None.

 

B. Assessment and Taxation

 

1) ORDER 04-5-12-5/In the Matter of A Refund to Red Lion Inns Operating LP in the Amount of $21,646.60.

 

C. Public Works

 

1) ORDER 04-5-12-6/In the Matter of Awarding Requirement Contracts to Morse Bros. Inc., and Wildish Building Material Co., dba Wildish Sand & Gravel Co., to Establish Unit Prices for Asphaltic Mix Patching Material Needs During the Period of 7/01/04 to 6/30/05, Prospective Contract No. 04/05-M&S-53.

 

2) ORDER 04-5-12-7/In the Matter of Awarding a Contract to Waldron & Sons, Inc., in the Amount of $342,820.55 for Grading, Paving and Structure For Nelson Mountain Road (Bridge No. 18S-7W-6D), Prospective Contract No. 03/04-11.

 

3) ORDER 04-5-12-8/In the Matter of Awarding a Three-Year Requirements Contract to Truax-Harris Energy, LLC/Metro Fueling for the Purchase of Cardlock Fuel and Fueling Services in Eugene, Contract No. RFP 03/04 FS-02.

 

4) ORDER 04-5-12-9/In the Matter of Filing a List of FY 04/05 Public Improvement Projects for Lane County with the Commissioner of the Bureau of Labor and Industries (BOLI).

 

5) ORDER 04-5-12-10/In the Matter of Vacating a Portion of Second Street, in the Second Amended Plat of Fern Ridge, as Platted and Recorded in Book 6, Page 28, Lane County, Oregon Plat Records, Without a Public Hearing, and Adopting Findings of Fact (16-05-35-31).

 

6) ORDER 04-5-12-11/In the Matter of Approving a Construction Claim Settlement With Concrete Enterprises Inc. in the Amount of $100,971.21 for Costs Associated With Replacement of the Mohawk River Bridge (M.P. 5.836 of Marcola Road).

 

7) ORDER 04-5-12-12/In the Matter of Awarding a Contract to Peterson Machinery Co., in the Amount of $78,426.00, Without Trade-in, for the Purchase of One (1), New, Backhoe/Loader, Contract FY03/04 FS-06.

 

8) ORDER 04-5-12-13/In the Matter of Approving the Execution of an Agreement and Supplemental Agreement in Connection with the Dedication of Right of Way for Phase II of the Jasper Road Extension Project.

 

D. Commissioners Business

 

1) ORDER 04-5-12-14/In the Matter of Authorizing an Amendment to the Internal Auditorís Contract.

 

MOTION: to approve the Consent Calendar.

 

Sorenson MOVED, Hampton SECONDED.

 

VOTE: 5-0.

 

9. ASSESSMENT AND TAXATION

 

a. ORDER 04-5-12-15/In the Matter of Accepting the ORMAP Grant Application - 2004 Spring/Fall and Intergovernmental Agreement Request for the Department of Assessment and Taxation.

 

Jim Gangle, Assessment & Taxation, explained the ORMAP is a grant request they are giving to the Oregon Department of Revenue for ORMAP funds to help with the ORMAP project.He noted it is for a position that will be helping with the transition from Public Works into Lane County Assessment and Taxation.

 

MOTION:to approve ORDER 04-5-12-15.

 

Dwyer MOVED, Sorenson SECONDED.

 

Morrison said she sits on the State ORMAP and Lane County is one of the better applications being presented.She said there are timelines and some counties are lagging behind.She explained that the overall impact would be a cost savings.

 

Gangle noted this was put into place by the legislature and a fee collected of a dollar per transaction goes into a statewide fund, to bring up modern mapping techniques and establish a statewide mapping system in all counties.

 

VOTE: 5-0.

 

b) Denial of Grant and Procedures and Protocol for Appeal

 

Van Vactor explained that the statute provides that if the Department of Revenue doesnít accept the grant, they have an opportunity to have a meeting.He said in the past they had a delegation who was the Board Chair, County Administrator and the Assessor and they went to Salem and met with the Department of Revenue.He said they were successful the last time they did this.

 

MOTION:to move to have a committee compromised of Bill Van Vactor, Bobby Green, Sr. and Jim Gangle.

 

Dwyer MOVED, Sorenson SECONDED.

 

VOTE: 5-0.

 

10. FAIR BOARD

 

a.ORDER 04-5-12-16/In the Matter of Approving the Expenditure of Transient Room Tax Fund in the Fairgrounds "Rainy Day" Cash Reserve Fund for Fairgrounds Operations.

 

Warren Wong reported this is for the Board to approve a release of the funds from the reserve they established last year.He noted the fair last August did not meet the budgeted target by 10%.

 

Van Vactor said when they get down to adopting the budget in June, they would have to have a board order that authorizes a one-time expenditure not for capital.

 

MOTION:to approve ORDER 04-5-12-16.

 

Dwyer MOVED, Hampton SECONDED.

 

Wilson explained that last year the original creation of this reserve occurred during the budget process out of the room tax budget.She added they limited the expenditure depending on the outcome of the fair.She said they would be coming back with a similar order.

 

Sorenson wanted it to be called transient room tax revenue as it would clarify the order.

 

Dwyer amended the motion to reflect that it is revenue and not a fund.

 

VOTE: 5-0.

 

11. MANAGEMENT SERVICES

 

a. ORDER 04-5-12-17/In the Matter of Creating a Classification and Salary Range for Dental Hygienist.

 

MOTION:to approve ORDER 04-5-12-17.

 

Dwyer MOVED, Hampton SECONDED.

 

VOTE: 4-0 (Morrison out of room).

 

b. ORAL REPORT/Future Capital Projects.

 

David Suchart, Management Services, reported that on the Mayorís Task Force, Van Vactor is a member and he is an alternate.He noted in January 2004, the city conducted a public design sharette, held to identify ideas for a new civic center.From that came a document called ďEugene Civic Center VisionĒ running from Lincoln to the federal courthouse and from the railroad station to Broadway.He recalled in February the Mayorís Task Force was convened to discuss the sharette and options to be brought back to the city council.He said the task force is made up of various local and federal government and people with commitments downtown.

 

Suchart said they used an Agency Relationship Chart (copy in file).He said they took most of the major partners who would be involved in anything that would happen in the downtown area:State of Oregon, City of Eugene, Lane County, School District 4J and LCOG.He said they were looking to share spaces.

 

Suchart discussed Option A and B (copy in file).He noted the basic difference in Option A, is the combination of police, sheriff and non-profits in the same building.

 

Suchart said there is an opportunity of sharing with the city in the first phase.He added there would be opportunities for cooperation in other areas.He noted the emphasis currently for the City of Eugene is to get the police station completed, as they donít feel the building is safe.

 

Suchart outlined options for getting the tenants out of the annex building.He said one option is the Aster Building.He said there would be a public auction.He thought if he could move the health division out and there were enough tenants, he might be able to work the money part out.He added when he realized what it would take to perform the Health Department properly and deal with Parole & Probation, the ADO programs, it was clearer that a lot of the ideas would be hard for the County. He notified the real estate agent that this was not an option for the County.With regard to the state office building, he met with the state three weeks ago and they agreed that the state office building is not a building that needs to be remodeled.He said they are going to put in the budget for the next biennium to demolish the building a build a new one on the site.He added they wanted to do it in conjunction with the County. He noted they would each own their own portion of the building and there would be joint ownership of mechanical systems.

 

Suchart noted another option for Public Health would be to expand on the Mental Health building.He said they built the building so they could add on to the back if they had to.He noted with some of the empty spaces they could build the clinical portions in the new building and the older portion where there are offices they could do things that didnít require clinical needs.

 

Suchart explained that he would build on one portion of the election building and demolish the annex.He said they could either use one site or both sites and turn one into parking or sell it for commercial development. He said the highest capital goal for the County is the Public Health building.His estimate to do the Public Health building of 71,000 square feet building is about $15.8 million.He said they currently donít have the money for it.He was against remodeling most structures to put Public Health in and they would be better to keep it near the courthouse.He added his favorite location is the state office building.

 

Sorenson commented that the proposals for A & B to put a great street along a parking lot and federal building would not be a good idea.He added that Sixth Avenue is a state highway and the issue with great streets is to slow the traffic with different types of pavement.He thought Fifth Avenue was a better option.He thought it was crucial to work on the Public Health building.He was skeptical of all of government investment.He commented if they donít have housing included they donít bring vitality to the area.

 

Van Vactor didnít think Option A or B were the best views for operations.He thought if the police agencies were co-located, there would be substantial value with common efforts. He thought they should develop a joint planning.He thought they would be better off if they were in a two-year planning cycle to see if they could do this jointly.

 

Morrison concurred with Van Vactor about the sharing of costs.

 

12. EXECUTIVE SESSION as per ORS 192.660

 

To take place after the meeting.

 

There being no further business, Commissioner Green recessed the meeting into Executive Session at 11:35.

Melissa Zimmer

Recording Secretary